KS-Consulting: The module of the automated preparation and sending notifications to the applicant

The module of the automated preparation and sending notifications to the applicant – an additional component for an electronic document management system Case. The module is intended for simplification of notification procedure of the citizens who submitted the application to public authorities.

2019: Main Functions. Operating procedure

Main Functions

As of February, 2019 the module is set of several processes which are built in and thinly configured in EDMS Case.

Among basic functions of the module:

• Automatic creation of the letter notification on the basis of data RC (registration card) of the address of the citizen and resolutions.
• Automatic registration of the generated letter notification in EDMS Case.
• If the address of the citizen arrived in electronic form — automatic sending for e-mail of the applicant of the letter notification in the PDF format with implementation of "visualization of the electronic signature".

How it works

Work with citizens' appeals in EDMS Case using the module looks as follows:

Scheme of operation of the module, February, 2019

• After the address of the citizen is registered in EDMS DELO, and on it resolutions on the direction are submitted for consideration, in the interface of the registration card (RC) of the address the user starts process "Formation of the notification".
• On a template, on the basis of RK of the address the file of the letter notification which automatically is registered in EDMS Case is created. In case of need at this stage the created document can be modified or added in the text editor.
• In need of sending the notification on paper carrier the document can be standardly printed, signed and sent to the applicant by Russian Post. If the address arrived on electronic channels, and there is an opportunity to direct the notification in electronic form — the file of the notification Case subscribes by the electronic signature (ES) standard means of EDMS. The original of the notification with the EDS is stored in EDMS.
• After signing of the file the electronic signature it is necessary to start process of background sending the notification for the citizen's e-mail. In case of successful verification of the EDS of the file, the notification will be transformed to the PDF format, supplemented with "visualization of the EDS" and goes to the citizen by e-mail.

As a result of successful sending to RK of the notification the corresponding mark automatically becomes.

2017: Development. Appointment

The flow of citizens' appeals in the state and municipal authorities steadily accrues. With increase in volume of statements, also load of the specialists responsible for the notification of citizens on the course of consideration of addresses in turn increases - sending notifications to each applicant "manually" takes away huge amount of time. Especially for process optimization of the notification of citizens, the KS-Consulting company in 2017 developed the module of the automated preparation and sending notifications which allows to create and send notifications to applicants in the automated mode.